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Create and receive e-invoices: XRechnung and ZUGFeRD.

Do you meet the e-invoicing mandate with ZepDesk, sending and receiving? Every finalised invoice is a ZUGFeRD PDF with embedded XML under the EN 16931 standard, and on request also an XRechnung. ZepDesk reads incoming e-invoices from the XML. You write invoices as usual.

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E-invoice with XRechnung format and delivery status in ZepDesk

Outbound: the format is set on the customer

Every invoice goes out as a ZUGFeRD PDF, version 2.3, with the XML in the XRechnung 3.0 profile. If the customer's format is XRechnung, ZepDesk also attaches the XML as a separate file, because many receiving offices of public-sector clients only read that. How an invoice comes about, from quote to payment reminder, is described under Invoices and dunning.

Inbound: read from the XML, checked by you

If you upload an XRechnung or ZUGFeRD PDF, or it arrives through your mailbox, ZepDesk reads the values from the XML without guessing and creates the receipt as a proposal. Paper and plain PDFs take the same path through receipt recognition.

Values from the XML for supplier, date, number, amounts and tax per rate.

Posted only after your review like any other receipt.

Stored with a checksum in its original format, as PDF or XML.

See document capture

Supplier invoice with extracted fields in ZepDesk

Questions about the e-invoicing mandate

All questions and answers

Who must be able to receive e-invoices?

Businesses in Germany must be able to accept structured e-invoices in the B2B space. Receiving is the first obligation; mandatory sending follows in stages. ZepDesk covers both directions.

What is the difference between XRechnung and ZUGFeRD?

XRechnung is a pure XML format that public-sector clients in Germany usually require. ZUGFeRD is a PDF with embedded XML that both people and machines can read. Both meet the EN 16931 standard.

Is a PDF invoice by email enough?

A plain PDF is not an e-invoice, because its data cannot be read out in structured form. For supplies up to the end of 2026 it may still be sent with the recipient's consent, up to the end of 2027 if your prior-year turnover did not exceed €800,000 (section 27 (38) UStG). ZepDesk sends every invoice as a ZUGFeRD PDF anyway.

How long must I keep e-invoices?

Eight years, because an invoice is an accounting voucher (section 14b UStG, section 147 (3) AO), and in the format in which it arrived: for an e-invoice, the XML. ZepDesk stores the original with a checksum; a finalised PDF with its XML no longer changes.

Your invoice becomes a machine-readable data set.

On the left you type as always; on the right are the EN 16931 fields with their numbers, as ZepDesk writes them into the XML.

Invoice MC-2026-003

Invoice numberMC-2026-003BT-1 Invoice number

Invoice date03.03.2026BT-2 Invoice date

Leitweg-ID04011000-12345-67BT-10 Buyer reference

Gross amount3.427,20 €BT-112 Total incl. VAT

BT-1 Invoice numberMC-2026-003

BT-2 Invoice date03.03.2026

BT-10 Buyer reference04011000-12345-67

BT-112 Total incl. VAT3.427,20 €

The numbers are those of the standard. ZepDesk fills the fields from the details you enter anyway.

What ZepDesk does not take on

No sending via Peppol or the administration's platforms. ZepDesk sends by e-mail. If a client requires an upload to its portal, you upload the XML there.

No match against the purchase order. ZepDesk does not check an incoming e-invoice line by line against a purchase order or goods receipt.

Set up e-invoicing today.

Create customers, store format and routing ID, finalise and send your first invoice.

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